cleaning up your tam system data -...

September, 2009 1

Applied Systems Client Network

SEMINAR HANDOUT

CLEANING UP YOUR TAM SYSTEM

DATA

Cleaning Up Your TAM System Data

September, 2009 2

Prepared for ASCnet

Applied Systems Client Network 801 Douglas Avenue #205

Altamonte Springs, FL 32714 Phone: 407-869-0404 Fax: 407-869-0418

Copyright 2009 by Applied Systems Client Network, Inc. (ASCnet), 801 Douglas Avenue #205, Altamonte Springs, FL 32714. Protection claimed in all forms and matters of copyrightable material and information now allowed by law or hereafter granted including both electronic and conventional distribution of herein products. Reproduction or transmission unless authorized by ASCnet is prohibited. All rights reserved. Specific product information regarding Applied Systems’ The Agency Manager and Vision, as well as other products copyrighted and mentioned within (ex: Microsoft, Excel, etc.) are the product of the individual company and no endorsement or ownership of product should be implied by its mention and use. All workflows are suggested and common workflows. Users of this material agree that ASCnet cannot be held liable for any omissions or errors within the guide.

Original Author:

Todd Arnold Renee Foo

9/22/09

Target Audience: Accounting Account Executive

Non-Insurance Accounting Customer Service Representative

X Administrative New Producer

X Principal Experienced Producer

X General X IT

Human Resources Other: (describe)

Seminar Type: Management, Mergers/Acquisitions

Seminar Level: Intermediate Level: An Intermediate level class takes the concepts originated from a basic level course, and adds more layers or parallel concepts. For functional courses, these classes will require the participant or attendee to have some basis to work from as they are learning new facets of the agency management system or software program.


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Class Description: This 2 part series will focus first on the importance of clean default codes. How can we implement procedures and at the same time ignore the garbage that is there? We must provide TAM end users with valid default lists. Using an excel workbook file, we will demonstrate how to identify all default codes and plan/implement changes. In the second part of the series we will focus on the Clients/Files’ data screens that are impacted by the default codes as well as poor data entry. We will review reports, searches and excel tools that can assist in the data clean-up process. Learning Outcomes:

Learn how to to create a master workbook to assist in your agency’s default code clean-up project.

Utilize Excel to speed up the discovery process of identifying problems in client and file data screens.

Understand the importance of clean data and its impact on marketing, servicing, reporting, and procedure compliance.

Assumptions: This seminar is based on the following

TAM Version 10.X Microsoft ® Word Version 2007

Table of Contents

Cleaning up TAM Fields .................................................................................................. 4

Introduction .................................................................................................................. 4 The argument in favor of cleaning up codes in TAM.................................................... 4

The argument against cleaning up codes in TAM ........................................................ 5

Creating a Master Workbook ....................................................................................... 6

Running Reports & Searches .................................................................................... 12 Purging TAM Data Records .......................................................................................... 14

Reports & Searches ................................................................................................... 15 Data Normalization and Quality Control ........................................................................ 16

Cleaning TAM Data Records ..................................................................................... 16

Final Thoughts .............................................................................................................. 17 Creating Proper Default Lists ..................................................................................... 17

Establishing Rules & Procedures .............................................................................. 18 Appendices ................................................................................................................... 19

Excel Sort .................................................................................................................. 19 Excel Subtotal ............................................................................................................ 20

Selecting Visible Cells Only ....................................................................................... 21 Excel AutoFilter.......................................................................................................... 22 Excel Pivot Tables ..................................................................................................... 23

Activity Usage Chart .................................................................................................. 25


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Cleaning up TAM Fields

Introduction Ideally, every item entered into what we refer to as a “validated list” in TAM would include an option to “deactivate” or “disable” it. Such an option would allow us to remove items from lists in the TAM system without any major concerns. Unfortunately, such an option does not exist. This leaves every agency with a decision; clean up these lists by deleting some of the entries, or leave them in place. Much of this session will be dedicated to the mechanics of how many of these validated lists can be cleaned up. But before moving on to the detail of “how”, let‟s take a moment to address the issue of “why”.

The argument in favor of cleaning up codes in TAM One of the most compelling reasons to at least consider cleaning up your lists in TAM is operating efficiency. Every entry on a list that staff members must use on a daily basis represents one more item that may have to be scrolled past when someone is looking for the value they need. Or, to put it more bluntly, every validated field entry that we don‟t use can be thought of as “one more mouse click” that could be eliminated from a given task. This course does not even begin to capture the number of extra steps that result from users inadvertently selecting the wrong value on a validated list which must then be corrected. Every un-needed item on a list increases the chance for such an error to be made. Such errors are time consuming, and very frustrating for the users of our agency management systems. When taken as a whole, the drop off in efficiency will have an impact on operating profitability as it will take a toll on things like the number of accounts and commission volume that can be handled per staff member. Besides the direct impact on profitability, Staff frustration leads us to our next argument in favor of cleaning up TAM; Respect. At most agencies, staff members express frustration over long lists of codes that are full of items that they must see every day but which are never to be used. Given these feelings, as managers we have to ask ourselves; what message are we sending to our staff members when we leave these validation lists such a mess? Are we communicating to them that we value and respect their time and opinions? Or is leaving a messy management system in place while at the same time telling staff that they are expected to adhere to high standards of accuracy and professionalism akin to a parent telling a child to “do as I say, not as I do”? There is a theory that the environment we create will have a direct impact on the quality of work performed by those in that environment. The idea that the quality of work performed by employees sitting in a broken chair in a poorly lit and trash strewn office will suffer in comparison to that of their peers in a more inviting office environment is neither new nor surprising. Drawing a comparison to trash on the floor and „trash‟ on a validated list may seem like a stretch, but the possible impact on employees should at least be considered.


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The argument against cleaning up codes in TAM There is a down side to removing codes from the TAM system. Any items that are related to or include a deleted code or list item will still be there. You can still view the detail of those items, and they will still show up on reports. However, our reports that are sorting or grouping based on the field that we deleted the code form will have “not on file” or some similar wording where the default description should have gone. And more importantly, our ability to use the deleted code as a report or filter criteria will be severely impaired or entirely gone.

Another consideration is that if we start deleting or reusing codes or list values, it‟s important that a list is maintained showing what codes were in use for specific periods of time. This list must include information on exactly what or who the code meant or referred to. This means that someone has the added responsibility of maintaining such a list outside of the TAM system someplace for years. That‟s an added demand on the time and energy of what is probably a manager or key employee who has too many such demands already. Finally, when you start deleting codes there will be at least a few members of the staff who will be upset. The managerial time and effort required to do a code cleanup in a way that will minimize the severity of this upset represents a significant investment. It involves soliciting feedback, having meetings, emailing proposed changes, etc. So the question of “is it worth it?” must be asked.


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Creating a Master Workbook A step by step guide to mastering your defaults Too often agencies complicate the cleanup process with multiple reports and lists. While the information contained in those documents is important to the cleanup process, it also hinders progress because there are too many sources to contend with. We suggest creating ONE master workbook in Excel that is comprised of several worksheets that list all your TAM fields and their corresponding defaults. This will be the one place where you can document notes, deadlines, and action steps. The simplest way to generate the workbook is to use Excel to open copies of databases such as FLDS.DBF and LETTER.DBF. Here is a step by step guide:

[1] Open Explorer and go to

your TAM folder Note: this can be done by accessing My Computer, and then selecting the drive TAM is on. For our demonstration, TAM is loaded on the H: drive.

[2] Highlight FLDS.dbf and

select Edit, Copy. Note: it is important that you do not open any database in an active TAM directory.


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[3] Open the drive and folder

where you want to place the copied file and paste. **Option – you may want to rename the file.

[4] Repeat steps [1] through

[3] for LETTER.DBF

[5] Open Excel. Access the

office button and select Open. Locate one of your newly copied files by selecting the Look in drop down box for the drive and folder. Note: the Files of type drop down box will default excel files. You will need to change this to All Files in order to see the dbf files.


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At first glance, the resulting excel worksheet is a mish-mash of ALL field default codes. They do not appear to be in any order; rather they are listed in the order that they were created (added) in TAM. Not to worry, the FLD column along with excel‟s Auto Filter will make the organizing process easy.

As you scroll down your list, you will recognize your field defaults in the VALUE and DESC columns. You will begin to notice that all Activity Codes, for example, have a FLD value of “6” and that Policy Types have a FLD value of “B”. So what we want to do is filter on one FLD value at a time to generate our working documents.

Let’s Talk Auto Filter!! Think of AutoFilter as instant, on-the-fly criteria selection tool. AutoFilter is useful in several ways, but the one that we will focus on here is to take a large set of data in excel and filter it down to specifics to be copied and pasted quickly into several smaller detailed spreadsheets. There are a couple of different ways to add Auto Filter in 2007. Here is one:

[6] Select the Data

Command Tab. Click on the “Filter” button. That‟s it! There is no step 2 – the AutoFilter is added and now you can play with it.

Note: If you are still working with Office 2003, here are the steps to add an AutoFilter to your spreadsheet: On the Menu Bar, select “Data” – “Filter” – “AutoFilter” Once an AutoFilter has been added, you can click on the drop down arrow next to the Header row of each column to sort or filter your spreadsheet based on the information in that column.


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[7] Now we want to filter our

list and copy the results into a master Workbook. To start, we will Auto Filter on FLD values of 6 (Activity Defaults.) Click on the arrow next to FLD and select only the value of 6. The result should look like the screen shot at right.

[8] Next, use [CTRL] [A] to

highlight the entire list and then paste it into a new workbook.

. To create the workbook, click on the Office button, New, Blank Workbook, Create. Before getting too much work done, be sure to save the workbook with a proper name and location.


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[8] At this point, we just have

some housekeeping to take care of.

Start by double clicking on the Sheet1 label. Rename this to Activity Defaults.

Next, delete the FLD column (it is no longer needed as it has served its purpose!). Instead insert a new column and in Row 1 Type: Add/Delete/Change/RenameThis will be your notes column. Once a decision has been made on a particular code, you can indicate the action needed here.

Optionally, you may want to revise all column headers in Row 1 as they make sense to you. See example at right.

Last, optimize this list by selecting to freeze Row1 so that it is always viewable. To do so, Select the View Command Tab and click on Freeze Panes, Freeze Top Row.

Activity Defaults are done!

[10] Now just repeat the steps starting with Auto Filter for all additional Field Defaults you

wish to clean up. You will add each additional list to your existing workbook. Be sure to select a new sheet (Sheet2, Sheet3, Sheet4, etc.) each time prior to pasting the information.

[11] Don‟t forget your copied LETTER.DBF file as well. This file is much easier to navigate.

Instead of a FLD column you have a KEY column. The KEY column lists the folder where the documents reside. For example, customer formletters have a KEY value of FORMLETC (same as the folder name in the DOC directory.)


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When you are done you will have a workbook similar to the screen shot below:

Here is a list of the most common fields to review and/or amend:

Policy Types B Claim Coverage Codes I Policy Type Classifications

W

Activities 6 Contact Classes J Prospect Current Company

R

Further Actions E* Contact Relations U Prospect Codes 2

Marketing Plans 5 Customer Codes 8 Rejection Reasons F

Transaction Types H Customer Service Reps 1 User Field 1 L

Attachment Categories

C* Occupations 4 User Field 2 M

Attachment SubCategories

s* Policy Pay Plans A User Field 3 N

Attachment Descriptions

d* Policy Status Codes K WHO to Follow-up Codes

G*

Formletters (customer) KEY=FORMLETC Proposals (indv docs) KEY=PROPDOCS

*Note: Items above marked with an asterisk (*) indicate a case sensitive field value. For example: Attachment SubCategories have a field value of lower case [s]. Upper Case [S] is the value for SIC codes. If you are working with one or more of these field values, it will be necessary to find all the lowercase values and replace them with text prior to applying the filter. To do so, use Excel‟s Find & Select tool found on the Home Command Tab.


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Running Reports & Searches Once you have your worksheet in place, TAM‟s built in Reports & Searches can be a valuable tool in assessing the current use of these codes. While this is not absolutely necessary, the perspective to be gained from such a review can be useful when meeting with staff members and the negotiating which codes will stay intact and which must be eliminated. Activity Report Date Selection: All Dates Output Detail: Summary Totals Major Sort Option: Activity Category Minor Sort: Activity Category

You can run several versions of this report. Details are not necessary, so be sure to select the Summary Totals as the Output. Run at least one that includes all dates. Sort this on Activity Category only. If you compare this to your worksheet of defaults, this will tell you if some codes have never been used in your system. If so, and they are not required by TAM, then they could be candidates for deletion. Run a second version of this report with the Major Sort on Operator ID and the Minor Sort on Activity Category. This will tell you who is using what codes. This is helpful information to have documented when conducting meetings with staff and trying to decide which one of the five variants of the same activity code is going to be kept.


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In addition to the Activity Report, the following searches can be utilized to see the data in your system relative to all the other default lists. These searches allow you to focus on one area of data clean up at a time. For example, you may want to focus on the Client Detail screen for all customers first prior to cleaning up billing screen data. With each search, it is recommended to export the results directly into Excel and utilize the filter and subtotaling features there. Please refer to the included appendices for more information on sort, subtotal, auto filter, and pivot tables.

Search Customers – Main File Occupations Customer Service Reps Customer Codes Marketing plans User Fields 1,2,3

Search Customers – Policies - Current Status

Policy Types

Search Prospects – Prospects - Main File Occupations

Prospect Codes Marketing plans User Fields 1,2,3

Search Miscellaneous – Activity Further Actions Rejection Reasons WHO to follow up

Search Miscellaneous – Attachments Attachment Categories Attachment SubCategories Attachment Descriptions

Search Miscellaneous – Contacts Contact Classes Contact Relations


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Purging TAM Data Records The destruction of documentation is related, but very different from just cleaning up lists and codes in a system. Before records destruction is conducted, the agency should have a written Records Retention Policy, and inside of that records retention policy there should be a section that details exactly where information is kept and the time intervals for how those records will be destroyed.

Remember that if documentation is going to be destroyed, the agency needs to make certain that all of it is expunged. (There can be no survivors!) Don‟t leave copies in another location if you are destroying “the file”. If you delete all traces of a policy and its correspondence from all areas of TAM and any document management system you have and shred all of the paper relating to it, but leave copies of some portions of that information sitting in the Producers deleted items folder in Outlook (after all, they have 120,000 emails in deleted items – some of which date back to the ‟90‟s), you are asking for trouble. A good records retention policy will include a Data Map that controls for things like this and allows us to be confident that when the documentation of a policy is destroyed that it is really gone.


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It‟s a bad idea to not have some sort of a records retention policy which includes a data map even if destruction of records is not a consideration. If an agency is not willing or able to invest in such a written records retention policy, then it is strongly recommended that documentation not be destroyed at all. Instead, some sort of archive feature (including the one in TAM) can be used to keep systems somewhat cleaned up and still running well without actually destroying any documentation.

Reports & Searches Customer List Customer Status: Former Customers or Customers without Policies

The Customer List Report is valuable for finding former clients (a customer that has no active policies on the current list) and customers that have no policies on the current list (but could have policies in history). In either case, this report could be valuable in your document destruction procedures.


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Data Normalization and Quality Control At some point, the data in your TAM system is going to go somewhere. It may only be going out to a report, or it may be migrating into a new agency management system (like Epic). Having the validation lists and codes cleaned up, and perhaps even having old client and policy data gone, will improve our daily use and navigation of the system. But in order for the Data in our TAM system to achieve the level of reliability and portability that we need, there is a need for some ongoing „care and feeding‟ of your system.

Cleaning TAM Data Records Before we identify accounts and/or policies with data cleanup needs, it is not a bad idea to think who will be responsible for that clean up. There are several possibilities ranging from regular service staff or temporary help hired just for the cleanup project, all the way to database programmers or outsourcing the task offshore. Below is a listing of some searches and the fields to investigate further. While this is by no means an exhaustive list, it will get you started on the common problem areas.

Search Customers – Main File Occupations

Considerations: Do you have blanks where there shouldn‟t be, or do you have data when is should be blank? Do you have several occupations that really mean the same thing? e.g., Attorney, Lawyer

Customer Service Reps Considerations: Do you have current client records assigned to invalid or inactive CSR codes?

Customer Codes Considerations: Are the values in this field accurate?

Search Customers – Policies - Current Status

Considerations: Do you have policies with a status of PCH (policy change) or END (endorsed)? If you use the status field in reporting NEW business for producers then this could be a problem.

Customer Service Reps Considerations: Do you have current client records assigned to invalid or inactive CSR codes?

Search Miscellaneous – Attachments Attachment Categories Attachment SubCategories Attachment Descriptions

Considerations: Do the Categories, SubCategories, and Descriptions adhere to your agency‟s guidelines and procedures?

Search Miscellaneous – Contacts Considerations: Do you have Contacts for all of your customers? Are the Contact screens complete with details?


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Final Thoughts

Creating Proper Default Lists Part of the trouble with keeping a clean database is maintaining proper default lists. If the default lists go unmanaged, then one cannot place the blame of “junk” data solely on the shoulders of data entry personnel. Rather it is the fault of system administrators. Follow these general guidelines to help ensure proper default lists. Policy Types Make sure that descriptions are all similar in format and easy to read. If multiple departments are in use, verify that the proper department defaults are in place. Policy Terms should be checked. Field Defaults Put “***DO NOT SELECT***” at the top of commonly misused validation fields like occupation and who to follow up. Keep them clean and well organized. One individual in the agency needs to be assigned to this job. Set Security so that no one has the rights to insert in validation windows! Activities Alphabetize categories to keep “hunting & scrolling” to a minimum. Use numbers for most frequently used activities. If separate form letter activities are being used, organize them so that they are grouped together and identifiable on the list. Blank out the descriptions of unused (but TAM required) activities. White space is easier on the eyes than DO NOT USE. Create an Activity Standards worksheet (sample included in the appendix.) Formletters / Proposals There should be a Formletter for every situation that requires a document more than two times a year. Associate Formletters with application sections or custom decs. Alphabetize both the code and the name of the document to make even the shortest list of Formletters visible to a user as easy to scroll through as possible. Create a blank form letter with just the date and client information at the top to be used instead of adding a blank customer document. Use Conditional statements inside your Word documents to further reduce the number of Formletters to scroll through. Remember, mistakes will be made here – FIX THEM. Don‟t just learn to live with something that everyone knows could be improved. Create Formletter Folders set up by position. Having a proposal system that is integrated with the client or prospect applications is a TREMENDOUS time saver. If your agency does not have useable customized WinTAM proposals in place, get them!


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Establishing Rules & Procedures In addition to having all the proper codes and tools set up in TAM, there needs to be written instructions on how to use them. A written procedures manual is not optional. If you do not have one, make sure that getting one into place is a priority. Activities should be tied to key procedure items. If responsibility for processes is split between CSRs, Producers, or Assistants, indicate who is responsible for what portion of the procedure. In addition to processing procedures such as New Business, Renewals, Endorsements, we recommend establishing a “Rules” appendix. See details below. Client Detail Screens To assist in consistent data entry, include a “Rules for Client Screen Completion” page in your agency‟s procedure manual. Include a screen shot of a Customer/Prospect detail screen as well as the “rules” for each field to be completed. Billing /Policy Detail Screens Again, to assist in consistent data entry, include a “Rules for Billing Screen Completion” page in your agency‟s procedure manual. Include a screen shot of a billing screen as well as the “rules” for each field to be completed. Activities In addition to the Activity Worksheet, a “Rules for Activity Completion” page in your agency‟s procedure manual may assist in consistent data entry. Just as described above, include a screen shot of an activity detail as well as the “rules” for each field to be completed. Database Integrity Establish standards for customer naming, abbreviations, number formatting, history naming, etc. Use your procedure manual to establish what your rules are. Check to be sure they are followed. Fix anything that is not right. All it takes to undermine the automation objectives of an entire office is one person who does not use the system in a manner that is consistent with established agency procedures.


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Appendices

Excel Sort Many programs used to create reports or analyze data are simply not all that smart. When they go to group information together, or create subtotals by some major field like customer or company, they will produce very undesirable results if the data is not fed to it properly. In order to control our data to make certain it is grouped and subtotaled properly, we will use the Sort feature.

It is generally a good idea to sort your data before you move on to do any other type of organization or analysis.


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Excel Subtotal Subtotals allow you to perform basic analysis on your data set. It‟s not as powerful a tool as pivot tables, but it will often do all that you need in order to ready your information for delivery or review. Here are the steps to use in order to add subtotals to your excel spreadsheet. First, sort your data On the Menu Bar, select “Data” – “Subtotal” In the Subtotal dialogue box, choose the following: Subtotal grouping (at each change in) Function (count, sum, average, etc.) The target of your subtotal function Click “OK” Once you have set up your subtotal, you will see the numbers 1, 2 & 3 in the upper left hand side of your spreadsheet. Clicking on these numbers will allow you to change the level of detail that you are viewing in your spreadsheet. Level 1 means show the Grand Total only. Level 2 will show only the subtotal lines of your targeted group (the “at teach change in” selection). Level 3 will show you the full detail. When you are in Level 1 or 2 view mode, you can click on the “+” sign in the numbered column to see the detail of all the items that went into making up that particular subtotal.


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Selecting Visible Cells Only Sometimes, it is extremely useful to perform a subtotal, select only the information on your spreadsheet that is visible on the level 2 view, and then paste that information into a new spreadsheet as a new set of raw data instead of as subtotaled data. This will allow you to perform additional Excel functions or analysis on it without the constraints imposed by viewing subtotaled information. The following steps are used to select only the visible cells on your spreadsheet: On the Menu Bar, select “Edit” – “Go To” When the Go To dialogue box appears, click on the “Special” button On the Go to Special dialogue box, select “Visible Cells Only” Click the “OK” button. Copy the selected visible cells by whatever means you prefer (“Edit” – “Copy” from the Menu Bar for example) Go to another spreadsheet or workbook page, and paste in your results by whatever means you prefer (“Edit” – “Paste” from the Menu Bar for example)


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Excel AutoFilter Think of AutoFilter as instant, on-the-fly criteria selection tool. AutoFilter is useful in several ways, but the two that we will focus on here are:

Run a large set of data out to excel once, then filter it down to specifics to be copied and pasted quickly into several smaller detailed spreadsheets.

o This is much faster than having to run the report once for a specific grouping, then go change your report criteria and run the report again, and again, and again.

o For example, you could run a production report for all CSR‟s, then use AutoFilter to show only those items for a single CSR so that you could paste that information into a new spreadsheet for distribution to only that CSR.

Combine filters to quickly identify very specific occurrences within a data set. o For example, filtering down a policy list to show only the Status of REN, then

adding another filter to show only Expiration Dates that are in the past – anything that comes up is a problem, and you could then filter the list using the above example to deliver it to each CSR for cleanup.

Here are the steps to add an AutoFilter to your spreadsheet

1. On the Menu Bar, select “Data” – “Filter” – “AutoFilter” 2. There is no step 2 – the AutoFilter is added and now you can go play with it.

Once an AutoFilter has been added, you can click on the drop down arrow next to the Header row of each column to sort or filter your spreadsheet based on the information in that column.

If a Filter has been applied to any column, the drop down arrow will change to blue instead of black.


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Excel Pivot Tables Joe Robinson, one of the leading TAM/Excel presenters in the English speaking world, has this to say about Pivot Tables: “Excel has a lot of tools within it to help you analyze and report your data but the most powerful, in my opinion, is the Pivot Table. Pivot Tables work with databases to show you relationships between data elements. The power of Pivot Tables is in its ability to quickly sort, sum and present data from your database.”

In the above example, we have a breakdown of commissions placed by each producer 1 with each of the agencies main carriers. This sort of analysis took only minutes to prepare, and it is still “alive” for further refinement or changes.


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In order to create a pivot table, here are the basic steps:

1. On the Menu Bar, select “Data” – “PivotTable and PivotChart Report….”

2. When presented with the PivotTable Wizard, click on “Finish” (you could walk through the full wizard, but we‟re going to cut straight to the good stuff with as few steps as possible for now)

3. Drag items into your column, row and data areas from the PivotTable field list.

That‟s it for the basics of getting started with PivotTables. But like any really powerful tool, there‟s a whole lot more that can be done with them, and a lot more to be learned about them.


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Activity Usage Chart Complete a table like the one below, for the activities to be used in your office.

CHANGE THESE FIELDS PER EXAMPLES

CODE DEFAULT DESC WHEN TO USE UNIQUE DESC NOTES AMOUNT

APPO Appointment-

who,where,when When setting appt. To be used as a reminder and counter.

Bill Williams, his office, 10AM

get info on umbrella exp 9/1

BIND Binder When issued 3/28/97 - 4/28/97 to insd

CANC LPR to insd for signature When LPR is created default “Name of person requesting cancel”

CAND Signed LPR to company When copy is returned from client default

CANE Pol canceled/ why?/$ lost When cancellation is received from carrier

Insured’s request found better price total term premium amount

CANP Cancellation pending /non-pay

When intent to cancel is received from carrier

Canc 5/24/97 unless paid amount due

CERT Certificate sent to? When issued State of Oregon via fax 503-555-3898

CHGR Change request/describe When ordering change from carrier (via ACORD or memo)

eff 4/1/97 del 96 Toyota interfaced with co. request via email

DATA Data needed/describe When requesting misc. info. For which no activity exists.

85 Chev registration

EVID Evidence of property sent to?

When issued Wells Fargo Bank via fax 503-555-9200

EXDT Exdate When setting reminder suspense Bus Auto 7/25/97

FINA Financial Statement Requested

When request letter is mailed 6/1/97 FYE

LOSS Loss Notice faxed to Comp When ACORD is completed DOL 5/13/97 Auto “paste desc from ACORD Loss”

MVR Order MVR for? After placing order with MVR service

John Smith

cleaning up your tam system data -...

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